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HomeMy WebLinkAboutMinutes - 2003.11.06 - 35860CHUCK MOSS Chairperson DAVID L. MOFFITT Vice Chairperson VINCENT GREGORY Minority Vice Chairperson November 6, 2003 Chairperson Moss called the meeting of t he Finance Committee to order at 9:20 a.m., in the Board of Commissioners' Committee Room A, Commissioners' Wing, County Service Center, Pontiac, Michigan. COMMITTEE MEMBERS PRESENT : Chuck Moss, David L. Moffitt, Vincent Gregory, Charles Palmer, William Patterson, Peter Webster, Thomas Middleton, George Suarez, Helaine Zack. COMMITTEE MEMBERS ABSENT WITH NOTICE: Hugh D. Crawford. OTHERS PRESENT : CIRCUIT COURT Kevin Oeffner, Administrator CIRCUIT COURT/FAMILY DIVISION Pamela Howitt, Deputy Administration CLERK/REGISTER OF DEEDS Jim VanLeuven, Deputy Clerk/Register COMMUNITY CORRECTIONS Karen Peterson, Supervisor CORPORATION COUNSEL Judy Cunningham, Corporation Counsel COMMUNITY & ECONOMIC Dennis Toffolo, Director DEVELOPMENT DISTRICT COURT 52-1 Michelle Bilger, Administrator Patricia Crane, Probation Officer Debby Bigger, Account Clerk EXECUTIVE OFFICE Doug Williams, Deputy Executive FISCAL SERVICES Tim Soave, Manager Nancy Fournier, Chief LaVerne Smith, Supervisor Joe Matkosky, Supervisor Michael Pohlod, Analyst Linda Pearson, Analyst Gaia Piir, Analyst FRIEND OF THE COURT Suzanne Hollyer, Friend of the Court HEALTH DIVISION George Miller, Manager HUMAN RESOURCES Ed Poisson, Director Jennifer Mason, Supervisor Karen Jones, Labor Specialist INFORMATION TECHNOLOGY Phil Bertolini, Director Joe Maletta, Deputy Director Jim Taylor, Chief Scott Oppmann, Chief MANAGEMENT & BUDGET Laurie Van Pelt, Director Art Holdsworth, Deputy Director OAKLAND COUNTY BOARD OF COMMISSIONERS 1200 N. TELEGRAPH ROAD, PONTIAC, MI 48341-0470 Telephone (248) 858 -0100 FAX (248) 858-1572 FINANCE COMMITTEE Charles Palmer William Patterson Hugh D. Crawford Peter Webster Thomas Middleton George Suarez Helaine Zack FINANCE COMMITTEE Page 2 November 6, 2003 OTHERS PRESENT CONTINUED PLANNING & ECONOMIC DEVELOPMENT Dan Hunter, Manager PROSECUTING ATTORNEY David Case, Chief PURCHASING Joe Hylla, Manager Jack Smith, Chief SHERIFF Dale Cunningham, Business Manager BOARD OF COMMISSIONERS Harvey Wedell, Analyst Helen Hanger, Sr. Committee Coordinator APPROVAL OF THE PREVIOUS MINUTES Palmer moved approval of the minutes of October 23, 2003, as printed. Supported by Webster. Motion carried on a voice vote. PUBLIC COMMENT None. 5. CONTINGENCY REPORT The FY 04 Contingency Fund balance of $192,500 will be decreased by $24,900 to $167,600 with the adoption of Item #6. Palmer moved to receive and file the Contingency Report dated October 30, 2003. Supported by Zack. Motion to receive and file carried unanimously on a roll call vote with Moffitt and Crawford absent. REGULAR AGENDA 6. COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT/PLANNING AND ECONOMIC DEVELOPMENT SERVICES DIVISION - RESOLUTION APPROVING AUTOMATION ALLEY SMARTZONE COOPERATION AGREEMENT MR #03116 approved the creation of the Automation Alley Joint Local Development Finance Authority between the cities of Southfield and Troy. The Michigan Economic Development Corporation, the City of Rochester Hills and the Local Development Authority of the City of Rochester Hills have entered into a SmartZone Agreement to establish the Rochester Hills Certified Technology Park. This Smartzone Agreement requires adoption of a "Cooperative Agreement" between all Smartzone partners, including Southfield, Troy, Rochester Hills, Lawrence Technological University, Oakland University and Oakland County. The resolution authorizes the Chairperson of the Board of Commissioners to sign the Agreement on behalf of the County. A marketing plan has been developed for the SmartZone, with Oakland County contributing $6,800 for Phase I and $18,100 for Phase II. These funds will be provided from the General Fund Contingency Account. Palmer moved to recommend approv al of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. FINANCE COMMITTEE Page 3 November 6, 2003 7. COMMUNITY AND ECONOMIC DEVELOPMENT DEPARTMENT/PLANNING AND ECONOMIC DEVELOPMENT SERVICES DIVISION - RESOLUTION APPROVING AMENDMENT TO THE BOUNDARIES OF THE JOINT LOCAL DEVELOPMENT FINANCING AUTHORITY BETWEEN THE CITY OF SOUTHFIELD AND THE CITY OF TROY The resolution would authorize the City of Southfield to expand the boundaries of its Joint Local Development Finance Authority in order to capture the revenue needed to proceed with those projects as originally identified with adoption of MR #03116. The original boundaries of the park were quickly established in order to meet the Michigan Economic Develop ment Corporation's application deadline. Since that time, it has been determined that additional property would need to be included within the certified technology park to capture the amount of taxes needed to pursue these projects. Southfield held a publ ic hearing on expansion of the boundaries on October 20, 2003. The period of tax capture shall remain at 15 years as established pursuant to MR #03116. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 8. CIRCUIT COURT/FRIEND OF THE COURT - 2003/2004 MEDICAL SUPPORT ENFORCEMENT REIMBURSEMENT CONTRACT APPLICATION/ACCEPTANCE The Michigan Family Independence Agency has awarded t he Friend of the Court a $397,588 Medical Support Enforcement Reimbursement contract for Fiscal Year (FY) 2004. Funds provide 100% reimbursement for services establishing and enforcing medical support and insurance provisions in domestic relations' cases. Funds will continue two Domestic Support Specialists, three Case Assistants and one Domestic Support Specialist Supervisor, including related overtime. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 9. CIRCUIT COURT/FRIEND OF THE COURT - FISCAL YEAR 2004 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) CONTRACT ACCEPTANCE The Michigan Family Independence Agency has awarded the Fr iend of the Court a $10,392,450 Title IV-D Reimbursement Contract for FY 2004. Funding consists of $6,851,556 from the State, a County match of $3,529,589, and $11,305 collected from fees. In addition there is a State supplement allocation of $388,995. The County match has been budgeted for in the General Fund Non-department Grant Match account. Title IV -D funding is used for Child Support Enforcement. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Gregory, Patterson, Crawford and Webster absent. 10. CIRCUIT COURT FAMILY DIVISION - FY 2004 BYRNE GRANT PROGRAM - FROM THE MICHIGAN OFFICE OF DRUG CONTROL POLICY - CONTRACT ACCEPTANCE FINANCE COMMITTEE Page 4 November 6, 2003 Circuit Court Family Division has been awarded a grant from the Michigan Department of Community Health, Office of Drug Control Policy totaling $274,378 for FY 2004. This amount includes $164,627 in State funds and a County match of $109,751, to be provided by a 2004 State Court Administrator's Office grant. Funds will be used to continue one Youth and Family Caseworker II, part-time non-eligible Technical Aid and contracted services of $75,300 for the Court's Juvenile Drug Court. If the SCAO grant is not awarded, Byrne Gran t expenditures will be reduced to the level of the Byrne Grant awarded. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 11. 52-1 DISTRICT COURT - FY 2004 BYRNE GRANT PROGRAM - FROM THE MICHIGAN OFFICE OF DRUG CONTROL POLICY - CONTRACT ACCEPTANCE District Court 52-1 has been awarded a grant from the Michigan Department of Community Health, Office of Drug Control Policy, totaling $133,334 for FY 2004. This amount includes $80,000 in State funds and a County match of $53,334, to be provided by the 2004 State Court Administrator's Office grant. Funds will be used to continue one Youth and Family Caseworker II and a part -time non- eligible Technical Aid and for contracted services of $75,300 for the Court's Juvenile Drug Court. If the SCAO grant is not awarded, Byrne Grant expenditures will be reduced to the level of the Byrne Grant awarded. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Webster. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 12. PROSECUTING ATTORNEY - FY 2004 COOPERATIVE REIMBURSEMENT PROGRAM (CRP) CONTRACT AGREEMENT The Prosecuting Attorney has been awarded a $2,039,823 Cooperative Reimbursement Program Grant for FY 2004. The grant award consists of $1,346,283 in federal dollars, a County match of $622,357 and a State supplement of $71,183. The award is a 4.61% increase over t he previous Fiscal Year award. This grant will continue funding for 24 positions as identified in the resolution. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll cal l vote with Moffitt and Crawford absent. 13. PROSECUTING ATTORNEY, SHERIFF - FISCAL YEAR 2004 BYRNE MEMORIAL GRANT - CHILD ABUSE GRANT ACCEPTANCE The Prosecuting Attorney and Sheriff have been awarded a $212,272 Byrne Memorial Grant from the Michigan Department of Community Health for FY 2004. The grant award consists of $106,136 in state dollars and a County match of $106,136. The grant match has been budgeted for in the Non-Departmental Grant Match line item. The grant will fund one Assistant Prose cutor IV and one Sergeant to work with the Prosecutor's Child Abuse Task Force. Gregory moved to recommend approval of the attached suggested Fiscal Note. Supported FINANCE COMMITTEE Page 5 November 6, 2003 by Suarez. Motion carried unanimously on a roll call vote with Moffitt and Crawford abs ent. 14. PROSECUTING ATTORNEY, SHERIFF - FY 2004 BYRNE MEMORIAL GRANT - SHERIFF NARCOTICS ENFORCEMENT TEAM (NET) GRANT ACCEPTANCE The Prosecuting Attorney and Sheriff have been awarded a $722,872 Byrne Memorial Grant from the Michigan Department of Com munity Health for FY 2004. The grant award consists of $361,436 in state dollars and a County match of $361,436. The grant match has been budgeted for in the Non-Departmental Grant Match line item. The grant will fund three Assistant Prosecutor positions and two Sergeant positions, one Deputy II and one Office Assistant II for the Sheriff 's Narcotics Enforcement Team. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 15. SHERIFF'S DEPARTMENT - FY 2003/2004 SECONDARY ROAD PATROL GRANT ACCEPTANCE The Sheriff has been awarded a $1,173,010 Secondary Road Patrol Grant by the Michigan Department of State Police, Office of Highway S afety Planning for FY 04. This is an 11.96% increase from the previous award. Funding will be used to continue eight Deputy II and two Sergeant positions Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Palmer. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 16. SHERIFF'S DEPARTMENT - FY 2003 STATE CRIMINAL ALIEN ASSISTANCE PROGRAM - REIMBURSEMENT AWARD ACCEPTANCE The U.S. Department of Justice, Bureau of Justice Assistance has a warded the Sheriff FY 2003 State Criminal Alien Acceptance Program reimbursement funds of $57,044. Funding will cover the salaries and fringe benefits (based upon a prescribed formula) for correction officers directly involved in the care and maintenance of alien inmates housed in the Jail. Suarez moved to recommend approval of the attached suggested Fiscal Note. Supported by Zack. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 17. COUNTY EXECUTIVE - EMERGENCY RESPONSE AND PREPAREDNESS - APPLICATION/ACCEPTANCE FOR 2003 ODP STATE HOMELAND SECURITY ASSESSMENT AND STRATEGY The Oakland County Emergency Response and Preparedness Unit (ERP) has received $20,000 from the Office of Domestic Preparedness State Homeland Securit y Grant Program Part II (through the Michigan State Police Emergency Management Division) for reimbursement of initiatives in analyzing vulnerabilities. ERP has established programs to assist the State in developing security strategies to prevent terrorist attacks and improve response capabilities. FINANCE COMMITTEE Page 6 November 6, 2003 Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Middleton. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 18. MR #03309 - HUMAN RESOURCES - SALARY ADMINISTRATION PLAN FOURTH QUARTERLY REPORT FOR FY 2003 As authorized by the Salary Administration Plan, Human Resources has reviewed salary grade placement for two classifications/three positions and is recommending that one classification /two positions remain as currently classified and one classification/one position be reclassified upward. Human Resources is also proposing to retitle six classifications, with no change in salary grade, as detailed in the resolution. Mr. Poisson explained the process provided for by Merit Rule 3 that allows departments and/or employees to request a review of classification. Mr. Soave explained that the non -departmental account, Classification and Rate Change, provides funding for changes in General Fund /General Purpose positions and for reorganizations. Proprietary Revenue and Special Revenue position increases are absorbed by the Fund they are organized under. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 19. MR #03310 - HUMAN RESOURCES - FISCAL YEAR 2004 WAGE REOPENER FOR EMPLOYEES REPRESENTED BY THE GOVERNMENT EMPLOYEES LABOR COUNCIL (GELC) Human Resources have neg otiated a wage reopener for FY 2004 with the Government Employees Labor Council for 125 Children's Village Employees. The agreement provides for a 2% wage increase for FY 04 and provides that any additional general wage increase for non -represented employees that takes place during FY 04 be consistently applied to members of the bargaining unit. Mr. Middleton indicated that yesterday during the Personnel Committee meeting he had informed the Human Resources Department that he would like to see that these agreements also contain language to also allow for consistency with any decrease in the general wage for non -represented employees. Patterson moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 20. DEPARTMENT OF HUMAN SERVICES/HEALTH DIVISION - 2003/2004 SUBSTANCE ABUSE GRANT ACCEPTANCE The Health Division has been awarded $4,702,614 in Substance Abuse Grant funds for FY 04 to subcontract with agencies to prevent and reduce the incidence of drug and alcohol abuse and dependency. This is a 6.5% decrease from the previous award. FINANCE COMMITTEE Page 7 November 6, 2003 Mr. Miller explained that contracted vendors are chosen through the Request for Proposal process. Contracts are written for 3-year terms but provide for renewal every year in case problems arise with the vendor. The contracts are staggered so that they all do not expire at the same time. Mr. Webster requested a list of those vendors currently providing these se rvices, including which prevention coalitions provide assistance through the schools. Palmer moved approval of the attached suggested Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Moffitt and Crawford absent. 21. DEPARTMENT OF PUBLIC SERVICES/COMMUNITY CORRECTIONS DIVISION - 2003 - 2004 BYRNE MEMORIAL GRANT - MICHIGAN OFFICE OF DRUG CONTROL POLICY FOR PONTIAC INSTEP GRANT ACCEPTANCE Community Corrections has received a $109,828 FY 04 Byrne Memorial Grant from the Michigan Office of Drug Control Policy for the Pontiac Instep Program. The required match of $36,610 will be provided from the County's General Fund, Non -Departmental Grant Match account. This new grant will be used to fund two Community Corrections Specialist II positions, supplies, materials and subcontractors. The In -Step Program is patterned after the Waterford Instep Program, a community-based central juvenile diagnostic program. Palmer moved approval of the attached suggested Fiscal Note. Supported by Patterson. Motion carried unanimously on a roll call vote with Crawford absent. 22. MEMORANDUM OF UNDERSTANDING WITH FEDERAL EMERGENCY MANAGEMENT AGENCY (FEMA) FOR COORDINATING DIGITAL FLOOD INSURANCE RATE MAP PRODUCTION FOR OAKLAND COUNTY Information Technology (IT) is requesting authorization to accept $51,043 from the Federal Emergency Management Agency to assist in the full re -delineation of Oakland County floodways and floodplains. The County's cost share of $15,739.00 will be provid ed by in-kind contribution through the IT operating budget. This information will be used to create new Flood Insurance Rate Maps for Oakland County. Mr. Oppmann noted that the Board had previously authorized a pilot re -delineation project. Engineering studies will be solicited from the local communities and will be incorporated into the mapping project. Community input will be incorporated into FEMA recommendations and a public hearing will be scheduled once preliminary maps are ready. It is anticipate d that these maps will be available for review about one year from now. Palmer moved to recommend approval of the attached suggested Fiscal Note. Supported by Suarez. Motion carried unanimously on a roll call vote with Crawford and Middleton absent. 23. DEPARTMENT OF MANAGEMENT AND BUDGET - INTEGRATED E-FINANCIAL SYSTEM PROJECT - APPROPRIATION FOR IMPLEMENTATION PHASE I Management and Budget (M&B) is requesting authorization to proceed with implementation of Phase I of the Integrated E -Financial System Project. MR #02043 authorized acquisition of PeopleSoft licenses to proceed with the project and appropriated $2.9 million for the analysis, FINANCE COMMITTEE Page 8 November 6, 2003 acquisition and selection components. As a result of the bidding process, eVerge Group and Accenture were selected to assist with implementation. The eVerge Group has preformed gap analysis and an extensive planning process to identify tasks needed to complete implementation. Four implementation components for Phase I have been identified and M&B has determined it would be more cost-effective if these components were implemented together. The eVerge Group will implement Time and Labor, Human Resources Self -Service and Human Resources System Enhancements at a cost of $1,519,417. Accenture will implement the Data Pr ivacy/Security Technologies component at a cost of $751,000. Phase I hardware, software, IT and Fiscal Services resources, contingency and project management costs are estimated at $2,679,617. Total Phase I costs are $4,950,034. Management and Budget is recommending the creation of a Major Departmental Support Projects Fund to account for projects with estimated aggregate expenditures over $5,000,000. Remaining authorized funding per MR #02043 of $554,222 will be transferred to this Fund to cover a po rtion of Phase I costs. Amounts of $2,895,812 will be transferred from the previously Designated Fund Balance for E-Financial System implementation and $1,500,000 from the Designated Fund Balance for Data Privacy and Security will be transferred to the new fund to support Phase I costs. Optimal implementation will require two additional phases at estimated costs of $6,089,386 and $3,946,623 respectively. A Return on Investment analysis indicates that timely completion of all three phases will result in a six-year payback. However, in recognition of the unknown effect of the State's budget issues on the County, the project has been developed so that each Phase can stand alone in providing improved functionality to the County. Ms. Van Pelt and Mr . Holdsworth reviewed the details of the proposed project. Once Phase I is completed, a report will be made to the Committee regarding project bench marks prior to requesting funding for additional phases. A savings of $20,000,000 is anticipated followin g implementation of all three phases of the project. The Treasurer has agreed to set aside $2,000,000 as a Delinquent Property Tax Designation for Phase II. Phase II is anticipated to improve functionality for the Treasurer. Mr. Bertolini noted that PeopleSoft has been a very successful program for the County and is used worldwide by thousands of companies. IT leadership groups will be evaluating anticipated benefits through measurement criteria and full disaster and business recovery capabilities will be extended to this system. Mr. Holdsworth explained that, because of its vast usage, there are a large number of installers and vendors available to support this system. This was not the case with HRFIS. Also, the current client server for HRFIS is aging, so whether the County moves ahead with this project or not it would be necessary to purchase new equipment. This new system will also be consistent with the County's thin client solution. Patterson moved to recommend approval of the attached suggest ed Fiscal Note. Supported by Gregory. Motion carried unanimously on a roll call vote with Crawford absent. COMMUNICATIONS A. Department of Management and Budget / Purchasing Division - Contract Exception Report for the Month of October 27, 2003 Ms. Van Pelt explained that the two vehicles being purchased through a single source contract were replacements for two Sheriff's NET vehicles. The Sheriff has increased mileage use of his FINANCE COMMITTEE Page 9 November 6, 2003 vehicles in response to the County's budget constraints. Requests for vehic les are being scrutinized for approval through the Budget Task Force. Mr. Soave explained that the Health -Substance Abuse single source contract for the Southeast Michigan Community Alliance provides substance abuse prevention services to members of the Alliance, including Detroit, Wayne, Macomb and Oakland counties, through the Prevention Coalition of Southeast Michigan. Members of the Alliance take turns being responsible for the contract. Oakland County provided this function for the previous two year s. Patterson moved to receive and file Communication Item A. Supported by Palmer. Motion carried on a voice vote. B. Department of Information Technology - Budgetary Status of COPS MORE Grant and COPS MORE Grant Modification Request #6 - October 16, 2003 C. Department of Information Technology - 1995, 1996 and 1998 COPS MORE Technology Grant Programs Suarez moved to receive and file Communication Items B -C. Supported by Gregory. Motion carried on a voice vote. OTHER BUSINESS/ADJOURNMENT There being no other business to come before the committee, the meeting was adjourned at 10:57 a.m. ________________________ _______________________________ Helen Hanger Nancy Wenzel Senior Committee Coordinator Committee Coordinator NOTE: The foregoing minutes are subject to Committee approval.